Description

Overview

Reporting to the Vice President of Events Management and Sponsorship, the Events and Programs Coordinator supports the planning, coordination, and execution of IDFA's meetings, conferences, and digital programming. This role plays an integral part in delivering high-quality in-person and virtual experiences that advance the organization's mission and strategic objectives.

Working closely with staff, members, speakers, sponsors and vendors, the Coordinator manages event logistics, registration systems, program operations, event technology, and stakeholder communications. 

The ideal candidate is highly organized, detail-oriented, customer-focused, and comfortable managing multiple projects in a fast-paced environment. The successful candidate will demonstrate strong communication skills and the ability to work both independently and collaboratively across teams.

Key Responsibilities

Digital Programs and Webinar Management

Coordinate and execute webinars, virtual training programs, and other digital educational offerings.
Manage all aspects of webinar delivery, including registration setup, speaker coordination, rehearsal scheduling, live event hosting, and post-event reporting.
Partner with the Communications team by providing content, assets, and program information to support the marketing and promotion of digital programming.
Collaborate with internal teams and external stakeholders to develop and improve digital programming.
Serve as the primary point of contact for designated digital programs, including Regulatory RoundUP and the Introduction to Dairy Product Labeling webinar series.
 

Event Registration and Technology Management

Manage the event registration inbox and provide timely, professional responses to participant inquiries.
Create, update, and maintain registration pages and event records within the Association Management System (AMS).
Administer event technology platforms, including the conference mobile application and webinar systems.
Manage attendee engagement tools and support event communications, including session Q&A functionality.
Collaborate with the Communications team to ensure event websites and program details remain accurate and current.
Partner with Finance and Accounting to process vendor invoices, track event expenses, and support post-event reconciliation.
 

Conference and Event Operations

Support the planning and execution of conferences, meetings, and training programs.
Manage on-site registration operations. 
Provide onsite support for IDFA-hosted events, including event setup, attendee assistance, speaker support, and event breakdown.
Serve as the primary liaison for confirmed speakers, coordinating presentation collection, audiovisual requirements and travel arrangements (as applicable)
Serve as the primary liaison with production partner to support the development and delivery of presentation slides, agenda screens, and sponsor recognition materials.
Manage rooming lists and housing logistics in collaboration with the Vice President of Events Management and Sponsorship.
Maintain the organization's master events calendar and ensure timely updates across departments.
Coordinate designated event initiatives, including donated product management for Dairy Forum and innovative product competitions for the Ice Cream & Cultured Innovation Conference.
Provide administrative support for special projects and other duties as assigned.

 View the full job description here. Interested candidates should submit a resume and cover letter to [email protected] outlining relevant experience and interest in the position. 

Requirements

Qualifications

Bachelor's degree or equivalent combination of education and experience.
Minimum of two years of professional experience in event planning, program coordination, association management, hospitality, nonprofit management, or a related field.
Demonstrated ability to manage multiple projects while meeting deadlines.
Strong organizational skills with exceptional attention to detail.
Excellent written, verbal, and interpersonal communication skills.
Strong customer service orientation and relationship-building abilities.
Proficiency with Microsoft Office applications, including Word, Excel, PowerPoint, and Outlook.
Experience working with databases, registration platforms or CRM systems.
Familiarity with webinar platforms, mobile event applications, and association management systems preferred 
Ability to work independently while contributing effectively to a collaborative team environment.
Ability to travel and provide on-site support for conferences and events.